The Winnipeg Civic Employees’ Benefits Program Privacy Policy

Your privacy is important to The Winnipeg Civic Employees’ Benefits Program. Our organization is committed to employing best management practices in the area of privacy protection. Accordingly, we have adopted this Privacy Policy, which is applicable to all Members. This policy sets out the practices for dealing with Members’ and other beneficiaries’ personal information, including the types of information collected, how the information is used, how the information is kept safe, with whom the information is shared, and how to access your personal information.

Definitions

In this Policy, we, our, us, WCEBP and Program are used to mean, as applicable, The Winnipeg Civic Employees’ Benefits Program. You and your mean an individual who is a Member or other beneficiary under the Program.

We collect personal information for Members and beneficiaries in the regular course of administering the Program. All Member information collected and held by the Program is considered to be personal and private. This includes, but is not limited to:

• Full name
• Home address
• Telephone number
• Email address
• Birth date
• Identification such as driver’s license or passport
• Marital/family status
• Spouse or Common-law Partner’s name
• Names of your beneficiaries and dependents
• Medical information
• Earnings information
• Life insurance coverage options chosen and claims history
• Banking information
• Social Insurance Number

This list is not intended to be exhaustive. We will treat other personal and identifying information that may come into our possession with the same concern for your privacy.

Scope

This Privacy Policy applies to the collection, use, disclosure, retention, and disposal of personal information by the Program in relation to the following Plans, and any other plans under the Program’s administration:

• The Winnipeg Civic Employees’ Pension Plan;
• The Winnipeg Civic Employees’ Long Term Disability Plan;
• The Winnipeg Civic Employees’ Early Retirement Benefits Arrangement;
• The Winnipeg Police Pension Plan;
• The City of Winnipeg—Civic Employees’ Group Life Insurance Plan; and
• The City of Winnipeg—Police Employees’ Group Life Insurance Plan.

This Privacy Policy governs:

• All Program employees
• Persons, both individuals and organizations, who perform services on behalf of the Program, including consultants, lawyers and actuaries

THE ELEMENTS OF THE PROGRAM’S PRIVACY POLICY

1. Identifying purposes and limiting collection of personal information

   We collect only the personal information that we need to administer the Program, including information required to:
   • Identify and enroll members
   • Record designated beneficiaries
   • Accurately record and validate service and salary as reported by employers
   • Collect required contributions
   • Determine eligibility and entitlement to benefits
   • Provide pension estimates and process benefit applications
   • Address pension and benefit issues that arise following a relationship breakdown
   • Assess and adjudicate long term disability claims
   • Make decisions with respect to the Plans
   • Communicate with members and respond to inquiries
   • Assess the quality of service we provide
   • Comply with applicable laws

2. Consent

   The Program will imply from the fact that you are a Member and have completed various application and other forms that we can collect, use, and disclose the personal information you provided to carry out the purposes for which you became a Member and provided that information. We will also imply your consent to collect or receive any supplementary information that is necessary to fulfill the same purposes.

3. Limiting the collection use, disclosure, and retention of personal information

   We will use or disclose your personal information only for the purposes described for the proper administration of the Program and any other proper purposes for which it was collected.

   We will not use the personal information that we collect from you, your employer, or others for any purpose other than for the proper administration of the Program without first obtaining your consent, except where we are otherwise required by law to do so.

   We will not release your personal information to other organizations or individuals unless we have obtained your express consent, or unless required by law to do so (e.g., during processing of division of pension upon relationship breakdown).

   The Program retains personal information for as long as is required to fulfill the purposes for which it was collected, and as long as is required for any legal or regulatory requirements.

4. Accuracy of personal information

   We will make every reasonable effort to keep your personal information complete, up-to-date, and accurate. Corrections to personal information are considered high priority and will be dealt with as quickly as possible.

   To assist with the continued accuracy of your records, please notify us of any changes to your personal information.

5. Safeguarding personal information

   The Program has implemented physical, organizational and technological security measures to protect personal information and personal health information against loss, theft, unauthorized access, disclosure, inappropriate alteration, and misuse.

   Access to personal information is restricted to Program employees whose duties require them to have access. Employees with access to personal information are sent annual reminders regarding information security procedures and are required to review and accept this information. Specific procedures are in place relative to the collection, use, disclosure and retention of medical information.

   Access to WCEBP offices is controlled and monitored.

   Our security practices are reviewed on a regular basis and we routinely employ current technologies to ensure that the confidentiality and privacy of personal information is not compromised.

6. Openness

   The Program will make its privacy policies and procedures known to Members via this Policy, which will be available on the Program’s website.

7. Ensuring individual access to personal information

   You have a right to access your personal information. Upon written request to the Privacy Officer, you will be provided with access to the personal information to which you are entitled. If you find that the information held by us is inaccurate or incomplete, please provide documentation verifying the correct information and we will promptly make the required changes.

PROCEDURES

Responsibility and Accountability

The Program is responsible for personal information under its control and has established procedures to implement this Privacy Policy. WCEBP’s Privacy Officer is responsible for monitoring and promoting compliance with the Privacy Policy.

The Program may amend this Privacy Policy without notice and will communicate changes to affected parties.

Policy information requests

Any questions or requests for information regarding compliance with this Privacy Policy may be addressed to:
Privacy Officer
The Winnipeg Civic Employees’ Benefits Program
5-317 Donald Street
Winnipeg, MB R3B 2H6

We will respond to all inquiries or complaints related to the handling of personal information. We will take appropriate measures if a complaint is found to be justified.

WCEBP.ca is offered to you on your acceptance of the terms of use outlined in this document. Your use of this website indicates your acknowledgement and agreement to the following terms and conditions.

Access or use of certain areas of the website (e.g., Pension Estimator Tool) are governed by additional terms of use. To access or use such areas, you must acknowledge that you have reviewed and agreed to such terms and statements applicable to such areas of the website.

Disclaimer

The information on this website is for convenience of reference only and is not intended to provide specific individual financial, legal, investment, Plan or tax advice. All persons making use of this site are reminded that benefits will be administered based on the applicable legal documents and legislation in effect at the time of any particular decision.

As a visitor to WCEBP.ca, you acknowledge and agree that any reliance by you on any information on this website shall be at your own risk. In no event shall WCEBP be liable for any damages arising from the use or the performance of this website.

Site usage

WCEBP.ca is designed to work on modern browsers and at a wide variety of screen resolutions. For the best experience, it should be viewed at resolutions of 1024 x 768 or higher, using: Internet Explorer version 8+, Google Chrome 10+, Firefox 3+, or Safari 5.1+.

Third-Party Websites, Content and Services

Links to other websites not operated by WCEBP, and references to services offered by third parties, are provided to you by WCEBP for convenience only and do not constitute an endorsement or approval by WCEBP of the organizations that operate such websites, the content on such websites, or of such third-party services. As WCEBP has no control or responsibility over websites or content maintained by other organizations, or for services offered by third parties, WCEBP does not assume any liability for your use of any of the foregoing.

Privacy

Your privacy is important to WCEBP. Our practices for dealing with Members’ and other beneficiaries’ personal information, including types of information collected, how the information is used, and with whom the information is shared, is set out in our Privacy Policy.

As a general policy, no personal information is automatically collected from visitors to the WCEBP website. WCEBP does gather and analyze certain information of a non-personal nature regarding site usage from all visitors to WCEBP.ca. Such data is used in an aggregate form to assist WCEBP in determining general usage patterns and to fine-tune the organization of WCEBP.ca in order to provide an enhanced online experience for our visitors. Such site usage and statistical information may be disclosed to third parties at WCEBP's discretion.

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Proprietary Rights

The Winnipeg Civic Employees’ Benefits Program owns the WCEBP logomark, and any unauthorized use of the logomark, or other identifying marks of the WCEBP, is unlawful. Information on this website may be used by you only for your personal, non-commercial use, but may not be republished, retransmitted reproduced, taken out of context or presented in a misleading or discriminatory manner. Any rights not expressly granted to you are reserved by WCEBP.

Modifications to Terms of Use

WCEBP shall have the right, at its sole discretion, to modify, add or remove any terms of this agreement without liability or notice to you. You agree to review this agreement from time to time and agree that any subsequent use by you of this website following changes to this agreement shall constitute your acceptance of all such changes.